Do you feel like your conference call or virtual meeting is not as productive as your in-person meetings were?
We tell you that this is because 80% of people who hold teleconferences or virtual meetings with their work teams do not master the basic methodology to be able to carry out these types of meetings productively.
Many people think that they should be conducted in the same way as a face-to-face meeting in the office, but the reality is completely different.
A productive virtual meeting or teleconference requires more preparation, organization, and requires more agreements with the work team, compared to meetings held in person.
Methodology of Meetings
Teleconferencing is a meeting methodology that is currently used by more than 60% of companies due to the measures imposed due to the Covid-19 pandemic. Virtual meetings have become necessary in organizations, since they are the best alternative to coordinate and monitor teleworking.
Some workers do not feel comfortable or prepared to work efficiently under this methodology.
In virtual meetings, it is possible for both participants and presenters to make mistakes due to a lack of experience in this methodology.
Basic Recommendations for a Teleconference
Get all the productive and practical benefits of teleconferencing to achieve your goals and assign tasks to your team in a more productive way.
1. Have a to-do list:
It is important that the person in charge of a teleconference does not do it in an improvised manner. To do so, he or she should prepare in advance the objective of the meeting, the role of each of the people who will participate and the rules that will apply when connected.
Remember that video conferences are not phone calls or face-to-face conversations. A productive teleconference is a communication channel in which you must be adequately prepared to communicate effectively, make clear points, and keep the active attention of the participants throughout the course of the meeting.
2. Avoid multitasking:
Focus on the here and now. If you are participating in a video conference or leading one, it is important not to do several things at once. Because on camera it is completely annoying to see how the interlocutors, while they are talking to us or while you are talking to them, are engaged in another activity without paying attention to what you want to communicate.
3. Choose the right environment:
Many people think that teleconferencing is simply about standing in front of a camera, a microphone and talking as if it were a face-to-face meeting. As mentioned above, teleconferences require preparation, including personal image, the information to be communicated and the environment where the meeting will take place.
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What should you consider before starting a teleconference?
When conducting a teleconference, you should not place yourself against the light; look for the best possible lighting. It is recommended that you place the camera in front of a background where there are no major distractions, for example, a white wall. Avoid places with loud noises that interrupt the flow of communication. Likewise, your appearance is also important; do not hold virtual meetings without first looking professional and appropriate to the topic you are going to discuss.
1. Conduct pre-meeting technology testing
There is a rule of thumb for teleconferencing that says if you schedule a 20-minute meeting, count for 40. This is because there may be audio or video technology failures that cause disconnections and loss of the conversation taking place.
To reduce wasted time, perform pre-tests on the application you are using for the teleconference. Check the camera's operation beforehand, see how you look and what the surroundings are like. It is also essential to perform sound tests. It is recommended to avoid using the laptop microphone or the cell phone speaker, since this creates background noise that does not allow you to concentrate on the conversation.
Using a microphone or headphones is the best option to reduce the noise around us.
2. Check the internet connection
Due to the circumstances of the pandemic, some service providers have been affected and the video quality they offer has been slowed down and even the bandwidth that reaches certain homes has been reduced. It is important to know the status of the broadband available before the start of the meeting.
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3. Avoid interruptions
If a conference call is scheduled for an hour to an hour and a half or more, it is advisable to take all measures to ensure that you are not absent during the conference call. You can go to the bathroom beforehand and place a small glass of water near where you will be conducting the conference call.
4. Note the "Mute" button
When a video conference is being held by several people, the “mute” button becomes your best ally. It is usually taken into account, however, it is not a bad idea to be attentive, as it would be uncomfortable if important matters were being discussed in the meeting and the main speaker’s speech was interrupted by a barking dog or a crying child.
If you found these tips interesting, we have many more for you. Check them out by visiting our G-talent page. There you will find the best practices for an effective teleconference, plus we teach you the techniques to look like a pro when conducting virtual meetings. Don't miss the opportunity to learn how to carry out the best practices for a teleconference.
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Courses that may interest you
Do you want to acquire more skills to achieve effective teleconferences? We recommend our following courses on Wellbeing and Positive Psychology, Communication and Leadership in the Digital Age and Keys to Success in HR
